Item 09 Facilities Management Performance End of Year … · 4.2 The full financial implications of the recommendations are set out in the report. This includes a reference to full

CLACKMANNANSHIRE COUNCIL

Report to Enterprise & Environment Committee

Date of Meeting: 6 June 2013

Subject: Facilities Management Performance End of Year 2012/13 Report

Report by: Head of Facilities Management

1.0 Purpose

1.1. The attached report updates committee on performance for Facilities Management during the year 2012/13. Performance reported relates to the services' Business Plan for 2012/13.

1.2. In addition, the report highlights key service activities, achievements, opportunities and challenges facing the service.

2.0 Recommendations

2.1. It is recommended that Committee notes the report, while commenting on and challenging the performance as appropriate.

3.0 Sustainability Implications

3.1 There are no sustainability issues arising out of this report.

4.0 Resource Implications

4.1 Financial Details

4.2 The full financial implications of the recommendations are set out in the report. This includes a reference to full life cycle costs where appropriate. Yes

4.3 Finance have been consulted and have agreed the financial implications as set out in the report. Yes

4.4 Staffing

4.5 There are no additional staffing implications associated with this report.

THIS PAPER RELATES TO ITEM 09

ON THE AGENDA

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5.0 Exempt Reports

5.1 Is this report exempt?

Yes (please detail the reasons for exemption below) No

6.0 Declarations

The recommendations contained within this report support or implement our Corporate Priorities and Council Policies.

(1) Our Priorities 2008 - 2011 (Please double click on the check box )

The area has a positive image and attracts people and businesses √ Our communities are more cohesive and inclusive √ People are better skilled, trained and ready for learning and employment Our communities are safer √ Vulnerable people and families are supported √ Substance misuse and its effects are reduced Health is improving and health inequalities are reducing The environment is protected and enhanced for all √ The Council is effective, efficient and recognised for excellence √

(2) Council Policies (Please detail)

7.0 Equalities Impact

7.1 Have you undertaken the required equalities impact assessment to ensure that no groups are adversely affected by the recommendations? Yes No

8.0 Legality

8.1 It has been confirmed that in adopting the recommendations contained in this report, the Council is acting within its legal powers. Yes

9.0 Appendices

9.1 Please list any appendices attached to this report. If there are no appendices, please state "none".

Appendix 1 - The Annual Review Report 2012/13 and Covalent Performance Report

10.0 Background Papers

10.1 Have you used other documents to compile your report? (All documents must be kept available by the author for public inspection for four years from the date of meeting at which the report is considered) Yes (please list the documents below) No

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Author(s)

NAME DESIGNATION TEL NO / EXTENSION

Stephen Crawford Head of Facilities Management

01259 450000

Approved by

NAME DESIGNATION SIGNATURE

Stephen Crawford Head of Facilities Management

Garry Dallas Director, Services to Communities

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Facilities Management

Annual Review Report 2012-13

May 2013

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1 HEAD OF SERVICE INTRODUCTION & OVERVIEW 2012/13 is the third year of the integrated Facilities Management (FM) service. FM achieved the majority of its service targets whilst opportunistically taking advantage of a number of significant external grant opportunities in year that were available. Overall the year was successful with most service areas delivering at or above expected levels. Key challenges in the year to come will be to play a full part in the Council's business transformation programme to deliver services to the community within the framework of a significantly reduced budget. 2 HIGHLIGHTS OF THE YEAR In year the services have delivered the following highlights beyond normal business operations: • New Council Housing supply

Two new build Council house developments with 25 units at Dalmore Centre and The Orchard, Tullibody were completed. In addition FM commenced a significant purchase programme from the market existing houses to add to the Council's housing stock.

• Waste

The Zero waste strategy following public consultation, Council approved the new Zero Waste Strategy in December 2012. The Zero Waste Strategy aims to show what the Council will achieve in a Zero Waste society and maximise environmental and economic benefits for the Clackmannanshire area.

Food waste collection services were implemented in March 2013 in response to new Scottish Government regulations. Over the year general waste was collected and group recycling rates increased - a positive result for the move to a zero waste society.

• Craft agreement and appointments systems The implementation of the new craft agreement in December 2012 afer many years of

discsusions revised terms and conditions allows the rollout of the appointments system and hand-held technology to craft staff. This agreement mirrors the Council's single status agreement and provides a platform for the next phase of improved maintenenace service to tenants.

• Response to Menstrie House Flooding / Tillicoultry Gas Leak FM responded well to the flash flood at Menstrie House when all residents had to be

evacuated as a result of the burn overflowing. Co-ordination with Social Services on the night of the flood and seven-day-a-week working resulted in all residents being re-accommodated within three weeks with the facility having new kitchens, decoration and floor coverings. A satisfactory insurance claim was negotiated directly by FM minimising costs to the insurance company but maximising the benefit to the Council and residents. The Tillicoultry Gas leak was supported by Facilities Management in terms of providing the building for Scottish Gas to operate from, catering / meals to staff the energy response team, supporting gas engineers and joiners and all direct costs were recharged and paid by Scottish Gas.

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• Housing Investment

The Housing Investment Team successfully implemented a £12 million capital programme, with 600 bathrooms and 200 kitchens fitted and over 1,000 central heating systems replaced. Over £5 million of grand funding was sourced in year and spent, saving £5 million from future capital expenditure. This has increased the quality of the housing, with an average of £1,000 of free investment to every household. The team liaised with over 1,500 different households to deliver the ambitious programme and are to be commended for their achievement.

• APSE and Growing in Excellence Awards FM annually submit services to APSE for benchmarking and review. The service was successful in the following Awards presentation:

Educational Catering: Finalist in Best Performer category Building Maintenance: Finalist in Best Performer category

Parks, Open Space and Horticultural Services: Finalist in Most Improved Performer

The modernisation of local offices and libraries project was awarded the Council's Excellent Customer Service award alongside the occupier, Customer Services. In addition the Housing Investment Team were accorded the title of Team of The Year at the Growing in Excellence awards.

3 FINANCIAL PERFORMANCE FM continues to drive costs down where possible. In 2012/13 FM has been able to deliver nearly £1,200,000 of additional savings to approved budgets through ongoing review and delivery of efficiencies. This represents a 5% saving across all budgets. Revenue Budgets Facilities Management

Annual Budget

Projected Outturn to 31/03/13

Variance Outturn v Budget

£'000 £'000 £'000 Property Costs 5,808 5,505 (303) Utility savings Asset Management 137 220 83 Property Maintenance 272 270 (2) Kelliebank 226 224 (1) Schools PPP 7,223 7,076 (147) Insurance rebate Fleet Services 1,442 1,416 (26) Catering 851 734 (117) Increase in income

and operational savings

Janitors 366 351 (15) Reduced overtime Cleaning 889 908 19 Leisure 1,230 1,309 79 Lower income

achieved Public Conveniences 72 51 (21) Maple Court Toilets

opened daily from April as budgeted

Security 23 19 (4) Management Unit 234 399 165 LLP payment for

Kilncraigs not built into budget

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Land Services and Burial Grounds

1,149 1,157 8

Streetcare 673 545 (128) Zero based budget mid year

Waste Management 3,301 2,784 (517) Lower tonnage to landfill grant income, zero based budget

Property Contracts Unit (897) (1,241) (344) No increase in fixed costs - surplus generated through increased turnover, efficiency and productivity.

Total FM 22,997 21,726 (1,271) 4 PERFORMANCE 4.1 Service activity - Key Issues Asset management Capital projects: Major Capital projects in terms of Redwell School and Speirs moved forward with planning

approvals and contracts ready to be awarded in early 2013/14. Other smaller projects such as the Ben Cleuch Centre were completed and handed over in year. As enablers to the Speirs project, the Alloa Gymnastics Club was relocated to a purpose built facility in the WASP Centre with Sportscotland assistance and a temporary library development at the west end of Speirs Centre.

Scottish Future Trust (SFT) Part-funding (£4m) was awarded for a replacement Craigbank Primary School in 2/3 years

and £100,000 towards the Kilncraigs new ways of working pilot. Kilncraigs The project to refurbish Kilncraigs has progressed in accordance with programme.

Variations to repair walls/improve parking were agreed in 2013/14 budget and will be completed for building occupation in 2013/14.

Soft FM Catering:

Catering Services saw an improved take-up by children in primary schools of 1% and secondary schools 8%. This performance is against a national trend of lower takeups by school children. Leisure: Leisure facilities saw a 4% decline over the year in attendances. There are a variety of reasons for this; a number of tenants have moved to alternative non-Council premises and the community not using facilities. The new Gymnastics Centre in Alloa (WASP) has and will impact this statistic. The ALB conversely saw an 8% increase in usage through agreeing longer opening hours and services within the existing contract terms and price.

Building cleaning / janitorial:

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During the year, cleaning and janitors saw efficiencies obtained as previously agreed in the 2012/13 budget.

Maintenance Schools improvement programme: In the year the schools saw a marked increase in investment. In accordance with the

increase in funding, Clackmannan, Alva and Abercromby Primary Schools have new roofs and other schools improved facilities.

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Utility management: The Council's use of utilities is being managed and reduced where possible. Electricity and

water showed decreases but gas consumption showed an increase due to winter temperatures being harsher (and longer) than the mild 2011/12 winter heating season.

Covalent KPI Trend Figures

30 35.5 32.97

48204383 43244165

27843157

0

1000

2000

3000

4000

5000

6000

2010-11 2011-12 2012-13

Financial Year

CO 2

Em

issi

ons

in T

onne

s

WaterElectricityGas

Repairs: The repairs service delivered at the same high level as previous years and with a lower

repairs cost/house average.

The gross number and performance on reactive repairs was on a par with previous years and in future years should decrease reflecting the investment in planned and capital works.

Housing Investment:

Housing Investment prioritised grant opportunities in year to take advantage of one-off opportunities. A number of planned procurements/contracts were rescheduled for early 2012/13 due to these opportunities. Contractors remain pricing very competitively leading to more time being spent managing claims and quality. This has left a number of previous

0 200 400 600 800

1,000 1,200

2009-10 2010-11 2011-12 2012-13 Year

Value £

Actual Cost per house (less Simco) as per Scot Govt Definition Scottish Govt Average

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non critical targets not being met as resources were shifted to maximising grant opportunities.

Environment

Waste: Waste Services rolled out in Q4 the food waste collections. This and good recycling rates

saw a large financial saving being made in year.

Recycling Rate

9

4043

47

53

40

50

60

70

57*

0

25

50

75

2004 2006 2008 2010 2011 2012 2013 2020 2025

* estimate

% R

ecyc

led

Clackmannanshire Govt. Target Years

Fleet: The fleet was supplemented in year by the introduction of a number of (grant assisted)

electric vehicles. These are being trialled but in year over £1,000,000 was spent replacing vehicles, in accordance with replacement strategy running many vehicles to 10 years old if economically viable.

Lands: Land Services embedded the reduced workforce and service reductions made the previous

year and still benchmarked above other authorities with a most improved performer award at the APSE Annual Awards in December 2012.

4.2 Performance

Health is improving and health inequalities are reducing The increased take-up of school meals especially at the 3 Academies will contribute to this

outcome. Whilst there is an overall reduction in usage of leisure facilities, the 8% increase in ALB footfall will have a positive impact on health. It should be noted that the reduction in use of Council facilities has in some cases been as a result of moved participation to other Clackmannanshire venues e.g. WASP Gymnastics facility which is not included in these figures.

People are better skilled and ready for learning and development Facilities Management is committed to ensuring that the apprentice programme in PCU is maintained. In addition to the 4 apprentices started in August 2012, 4 Lornshill pupils are spending 1 day per week at PCU gaining real time experience and skills. The major contracts; Kilncraigs, bathrooms, Redwell and Speirs are/will demonstrate a significant local/training element.

The area has a positive image that attracts people and businesses

100

The Ben Cleuch Centre was completed and Kilncraigs and Speirs Centre redevelopments moved forward. Kilncraigs and Speirs are key parts of the Alloa Town Centre Regeneration Strategy and their redevelopment will add to that work already done in the Town Centre and possibly act as a catalyst for other development.

The Council is effective, efficient and recognised for excellence

Overall Facilities Management created in year savings of approximately £1.2m. In terms of asset management, opportunistic bids and achievement of grant awards for future development nearly £9m (£5m HRA energy efficiency, £4m SFT - Craigbank replacement school with Education) was obtained from external sources to minimise future asset expenditure. Overall absence in FM was 3.8%*, reducing from previous years and were reportable accidents to the HSE. A number of spend to save projects were approved by Council - solar photovoltaic expenditure to Council buildings and off the shelf purchase of houses to minimise bed and breakfast costs. * 11 months only due to HR systems replacement.

The Environment is protected and enhanced for all.

Overall carbon emissions have increased in 2012/13 due to comparisons with the mild 2011/12 but overall the Council's energy is showing a long term reduction.

In 2012/13 the Council via CSEP area improvements installed 1,100 new efficient boilers

(over 20% of stock); improved wall insulation in hard to heat no fires concrete wall houses; installed the first solar heated water in houses (Alva); installed the first solar photovoltaic panels (Kilncraigs); and commissioned via Redwell School (biomass) and the solar PV invest to save project significant energy efficiency projects.

At a macro level, the reduction in gross residual waste collected and the increase in recyclate collected will have a positive effect on the environment in the long term. The Council's performance in carbon reduction per the annual report to Scottish Government shows us performing well. Vulnerable people and families are supported

FM, in supporting the front line housing and education services is contributing to supporting

vulnerable people and facilities by improving housing conditions and the overall condition of the Education estate.

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APPENDIX Guide to symbols used in this report

ACTIONS PIs

Status Status Short Term Trends (1 year)

Long Term Trends (3 years)

Cancelled Alert Improving Improving

Overdue Warning No Change No Change

Check Progress OK Getting Worse Getting Worse

In Progress Unknown

Completed

Summary of service performance by corporate priority outcome

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1) The area has a positive image and attracts people and businesses

2010/11 2011/12 2012/13 2012/13 2012/13 Covalent Code KPI

Value Value Value Target Status

1 Year Trend

3 Year Trend Full year update Lead

FAC FAC 003 Percentage of operational buildings that are suitable for their current use

82.8% 83.3% 84.3% 79.0% A number of refurbishments are ongoing as unsuitable buildings are closed. Eileen Turnbull

Covalent

Code ACTION Impact Status Full year update Lead

FAM ASM 002 Kilncraigs project to be 90% completed Catalyst for office rationalisation and project and sale of two offices.

On site and on scheduled for completion in summer 2013. Eileen Turnbull

FAM ASM 003 Complete new Social Housing Project: Alva and Tullibody 25 new social houses to council stock Action complete. Eileen Turnbull

FAM ASM 004 Speirs Centre on-site and relocate temporary library

Temporary library relocated. Speirs Centre contract awarded to Marshalls. Alloa Gym Club relocated and WASP Centre gymnastics development completed.

Eileen Turnbull

FAM ASM 005 Receive planning permission and agree contract price for St. John's/Claremont or St. Johns replacement primary school.

Develop new two two-stream school from two existing primaries in accordance with strategy

Construction and design team appointed. Planning application February 2013. Stage 2 costs agreed and contract price capped. Site commencement programmed June 2013

Eileen Turnbull

3) People are better skilled and ready for learning and development



1 Year Trend


FAC FAC 012 Number of live on-site Council contracts with benefits clauses

4 10 6 Target met and exceeded. Stephen Crawford

FAC FAC 013 Number of trades apprentices at PCU 14 15 16 16

Target met and continues to be a priority for 2013/14.

Stephen Crawford

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Covalent Code ACTION Impact Status Full year update Lead

FAM PRM 005 Formally review the use and impact of the Employment Strategy in FM Services and contracts over 2012/13

Contribute to local employment through apprenticeship scheme

This review will be undertaken after Speirs Centre and Redwell are commissioned.

Stephen Crawford

5) Vulnerable people and families are supported



1 Year Trend


FAC FAC 001

The percentage of council buildings from which the Council delivers services that are suitable for, and accessible to, disabled people.

73.1% 73.9% 79.3% 79.0%

Specific Council buildings are now closed or being refurbished, such as the Speirs Centre and Alloa library. Improvements to Alloa Town Hall and Alva CAP have now been completed.

Eileen Turnbull

FAM HPI 005

The proportion of the council’s housing stock being brought up to the Scottish Housing Quality Standard.

85% 89% 92% 90%

The Council has once again exceeded it target of 905 attainment of the SHQS in large part due to the accelerated central heating and home energy programme which was part funded through Government CEPS, UHIS and CERT programmes. The challenge for 2013/14 will be working in mixed tenure blocks for security and roofing/ external works.

Owen Munro

Covalent


FAM ASM 007 Frameworks for general works-adaptation-structural upgrades, internal alterations, property extensions 2012-16

Better response to tenants needs and good economies of scale.

Progress on this procurement has been delayed. Advert now drafted for term contract for 2013-17 for general works. Advert will be issued May 2013 and procurement scheduled to be completed September 2013. Four-year general works contract a two-stage tender.

Owen Munro

FAM ASM 008 200 new kitchens installed in Council housing as part of the kitchens programme.

Completion of new kitchen programme across 5.000 stock A total of 266 kitchens replaced in 2012/13. Owen Munro

FAM FAM 001 Report to Council (led by C&R) revised Housing business case to Council

Robust business plan for future viability of housing stock

Future maintenance requirements provided to Housing for business case. Presented to Tenants. Options being considered.

Stephen Crawford

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13


FAM PRM 002 Rollout of repairs and maintenance appointment services and systems to trades.

More efficient service delivery and better customer satisfaction results

Appointments system procured. First phase implementation plan completed for 31st March 2013.

Stephen Crawford

FAM PRM 003 600 upgraded bathrooms installed in Council housing as part of the Bathrooms Programme Better facilities for tenants

A total of 656 bathrooms replaced for year 2012/13. Target exceeded. A total of 1,100 bathrooms scheduled to be replaced for year 2013/14.

Owen Munro

FAM PRM 006 208 planned central heating replacments undertaken as part of Central Heating Programme

More efficient heating systems addressing fuel poverty

Exceeded by over 500%. A total of 1,111 central heating systems replaced in 2012/13. Contracts also carried out to provide gas supplies to non-gas areas, such as Lochbrae, Craigview, The Orchard and Carseview in Tullibody, Burgh Mews in Alloa and areas in Alva and Tillicoultry previously not serviced with mains gas.

Owen Munro

FAM PRM 007 10 blocks have secure door entry systems upgraded Safer common areas and stairs

As previously reported, contract delayed at procurement stage. However, procurement now being concluded and contractor scheduled to be appointed May 2013. Four0year term contract 2013-17 and tender evaluations completed. Replacement programme being accelerated and 20 door entry systems being fitted during year 2013/14 to catch-up, following delay.

Owen Munro

FAM PRM 008 240 electrical upgrades Electrical systems less prone to failure

82 re-wires completed and signed-off for 2012/13. Phase 1 of contract now progressing. Delay due to dispute with contractor related to poor performance.

Owen Munro

FAM PRM 009 300 Safe electrical periodical testing Electrical systems less prone to failure

Contract delayed due to procurement. Second stage of tender process now underway and priced tenders due back 15th May 2013. Four-year term contract 2013-17. Delay will be made up once contractor is appointed.

Owen Munro

FAM PRM 010 Roof upgrades to 20 houses and wall upgrades to 3 blocks of flats

Better weather protection and energy efficiency

Term 2 due to go on-site in May 2013.

Owen Munro

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FAM PRM 011 Energy efficient central heating systems upgrade-term contract 2013-16

Economies of scale and community benefit through larger, longer-term contracts

Four-year term contract currently going through procurement journey and stage one PQQs currently being evaluated. Contractor due to be appointed in summer 2013. Four-year 2013-17 long-term central heating replacement contract currently being tendered. 300 new central heating systems due to be installed this year.

Owen Munro

7) Health is improving and health inequalities are reducing



1 Year Trend


CAC CAT 001 Uptake of school meals, paid and free, in Secondary schools.(APSE PI36e)

62.72% 61.09% 69.28% 65.00% Comparing 2011/12 to 12/13 - meal uptake has increased by 8.19% Bruce Geary

CAC CAT 002 Uptake of school meals, paid and free, in primary schools.(APSE PI36e)

43.03% 44.88% 45.42% 44.00%

School absences now taken into account when calculating % uptake. 2012/13 is reporting a 1% increase on the previous year. In a recent benchmark exercise with 20 other authorities Clackmannanshire is the is the third lowest pupil price per meal.

Bruce Geary

CAC LEI 002 Alloa Leisure Bowl, subsidy per user £1.37 £1.32 £1.25 £1.32

There is an increase of 34,898 users of ALB. The two main contributing factors are extending the opening hours and introducing direct debts.

Bruce Geary

CAC LEI 003 Monthly average visits to Community Leisure Facilities in a rolling year

61,411 59,023 65,000 Comparison based with last year reports a 4% decrease. Bruce Geary

WSL STR 001a

The cleanliness index achieved following self-inspections of a sample of streets and other land

77 74 75 77

A lower than expected December survey result, due to smoking-related litter, has dragged down performance.

Graeme Cunningham

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FAM SFM 001 Leisure Strategy Approved by Council Overarching strategy and priority agreed Consultation at the end of August. Currently, results are being analysed for future committee.

Stephen Crawford

FAM SFM 002 Leisure Alternative Delivery Model strategy/policy discussed by Council Strategy and Priorities agreed

This will be considered as part of the Leisure Strategy.

Stephen Crawford

8) The environment is protected and enhanced for all



1 Year Trend


FAC FAC 007 CO2 emissions from gas consumption in Council buildings in a rolling year

4165 tonnes

2784 tonnes

3157 tonnes

3589 tonnes

Mild Winter and ongoing improvements to heating systems and control mechanisms. Fergus Lindsay

FAC FAC 008

CO2 emissions from electricity consumption in Council buildings in a rolling year

4820 tonnes

4383 tonnes

4324 tonnes

4383 tonnes

Ongoing improvements to Electrical systems and raised awareness on efficiency measures. Fergus Lindsay

FAC FAC 009 CO2 emissions from water consumption in Council buildings in a rolling year

30.00 tonnes

35.50 tonnes

32.97 tonnes

35.50 tonnes

Usage down on last year's figures due to monitoring and efficiency measures. Fergus Lindsay

WSL WMA 006 Number of Waste Management Complaints 545 767 512 700

Reduction in the number of refuse collection complaints, showing a positive trend.

Graeme Cunningham

WSL WMA 016 Percentage additional recovery from missed recycling in residual waste

8.80% 9.40% 10.00%

Increase in recycled tonnes per annum expressed as a percentage. In 2010/11, the recycling rate was 49.8%, in 2011/12, a rate of 53.2% ( an increase of 1,300 tonnes). In 2012/13, an estimated rate of 57% (subject to official verification by SEPA). 9.4% represents the difference in recycled tonnes year-on-year.

Graeme Cunningham

Covalent


FAM WSL 002 Start food waste collections Lower landfill costs

Food waste collections rolled out in March 2013. Action complete.

Graeme Cunningham

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FAM WSL 003 Zero Waste Strategy Report presented to Council Overarching strategy approved

Zero Waste Strategy was approved at Council in December 2012. Action complete.

Stephen Crawford

FAM WSL 004 Landfill gas flare at Black Devon Addresses historic planning obligation Contractor appointed and mobilised works commence 3rd June through to August 2013.

Graeme Cunningham

9) The Council is effective, efficient and recognised for excellence



1 Year Trend


SAP S01 FAM Staff survey - Facilities Management staff - I am satisfied with my job

57.0% 60.0% 54.8% 67.0%

Clarity from revised People Strategy and a review of the corporate PRD system are hoped will improve job satisfaction.

Stephen Crawford

SAP S03 FAM Staff survey - Facilities Management staff - I am proud to work for the Council

40.0% 55.0% 54.2% 67.0%

Clarity from revised People Strategy and a review of the corporate PRD system are hoped will improve the number of staff in FM who feel proud to work for the Council.

Stephen Crawford

SAP S04 FAM

Staff survey - Facilities Management staff - I feel that the Council is an equal opportunities employer

68.0% 67.5% 66.3% 75.0%

The new corporate People Strategy, due to go to Council in the summer, is hoped will enable us to continuously improve upon being an equal opportunities employer.

Stephen Crawford

SAP S05 FAM

Staff survey - Facilities Management staff - I have the materials, information and support I need to do my work

46.3% 58.3% 75.0%

The new corporate People Strategy, due to go to Council in the summer, along with a revised PRD approach, is hoped will ensure staff in FM feel that they have the materials, information and support they need to do their job.

Stephen Crawford

SAP S06 FAM

Staff survey - Facilities Management staff - I intend to continue working for the Council

60.0% 69.9% 62.0%

The revised corporate People Strategy will introduce better arrangements to develop our existing staff, including: e-learning; mentoring / coaching; succession planning; and growing our own, which is aimed at improving the number of staff continuing to work with the Council.

Stephen Crawford

SAP S12 FAM

Staff survey - Facilities Management staff - I receive feedback from my line manager

42.5% 51.2% 45.0% Improvement actions will be considered and implemented for 2013/14.

Stephen Crawford

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1 Year Trend


SAP S14 FAM

Staff survey - Facilities Management staff - My senior managers demonstrate strong and consistent leadership skills

31.0% 43.9% 53.2% 46.0%

Facilities Management fully supports the corporate commitment to develop its Leadership and Management Development programme and expand it to include Team Leaders and aspiring managers.

Stephen Crawford

SAP S15 FAM

Staff survey - Facilities Management staff - I have a Performance Review & Development meeting at least once a year

53.0% 50.0% 51.9% 90.0%

Evidence from services is that PRD process is followed. At a craft / manual operative, this is "training plans". These are not recognised as PRDs.

Stephen Crawford

SAP S19 FAM

Staff survey - Facilities Management staff - Senior Managers (received an appropriate level of leadership coaching)

16.7% 41.2% 30.0%

All senior managers within Facilities Management will receive an appropriate level of leadership coaching this year, as part of the corporate introduction of a more robust learning and development process.

Stephen Crawford

SAP S23 FAM

Staff survey - Facilities Management staff - I get health and safety information which is relevant to me and my work

64.0% 63.4% 76.2% 67.0%

Despite an increase in the number of staff who say they receive health and safety information relevant to them and their job since 2011, this is a disappointing outcome. Quarterly Health and Safety Group with staff representatives and Head of Services does not identify this issue. Health and Safety performance is good overall within Facilities Management. A corporate review of the PRD system will help identify appropriate routes for the communication of health and safety information to all staff.

Stephen Crawford

SAP S25 FAM

Staff survey - Facilities Management staff - I am encouraged to make suggestions to improve the service

39.0% 51.2% 42.9% 60.0%

The corporate review of the staff suggestion scheme is hoped will encourage more staff within Facilities Management to make suggestions to improve the service.

Stephen Crawford

SAP S27 FAM

Staff survey - Facilities Management staff - I have contributed to my team's future plans

37.0% 53.7% 40.5% 60.0%

Facilities Management fully supports the corporate review of the PRD process to ensure learning and development is linked to business need, the needs of the post, the aspirations of the individual and in staff's contribution to team plans.

Stephen Crawford

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1 Year Trend


SAP S30 FAM

Staff survey - Facilities Management staff - I feel that communication across my service/team is good

41.5% 46.4% 43.0% Improvement actions will be considered and implemented for 2013/14.

Stephen Crawford

CAC CAT 003 Direct cost of producing a school meal. (APSE PI18) £2.23 £2.31 £2.00

This represents an increase of 4% which is attributable to increased food prices. Bruce Geary

CAC CLE 001 Annual cost per square metre for building cleaning (APSE PI01)

£9.14 £10.00 Data not yet produced by APSE. Bruce Geary

FAC FAC 011a Total property running costs £6,951,960

£6,568,267 £6,500,0

00 Annual data not yet available. Eileen Turnbull

FAM FAM 002

Percentage of FOI enquiries regarding facilities management dealt with within timescale.

100% 100% 100%

This is the performance for the year ending September 2011. There were 13 enquiries received, all responded to within the deadline.

Stephen Crawford

FAM FAM 003

Percentage of Councillor enquiries regarding facilities management dealt with within timescale.

91% 90% 100% 21 of 23 enquiries were responded to within timescale.

Stephen Crawford

FAM FAM 012 Sickness absence level in Facilities Management 3.5% 3.8% 3.4%

The figure shown is only April to February inclusively. Data is not yet available for March 2013. However, performance is likely to be slightly higher than target, but within tolerable levels.

Stephen Crawford

FAM FAM 013 Number of RIDDOR cases 13 10 10

Calculation has changed this year in accordance with legislation, which means there have been fewer RIDDOR cases to report.

Stephen Crawford

PRF PRO 001 Percentage of all repair work completed within expected timescales.

95.44% 95.14% 94.68% 93.14%

All house repairs are ordered with an anticipated timescale. The performance is the percentage of jobs logged as complete on the Servitor system before the job deadline.

Jeanette Pearcy

PRF PRO 002 Percentage of Housing repairs completed during the first vist 82.12% 82.56% 84.44% 80.00%

This is the percentage of housing repair jobs that were resolved with a single visit, as recorded on the Servitor system.

Jeanette Pearcy

WSL WMA 001 Net cost of Refuse Collection per Premise £51.59 £58.20 £64.06 £65.00

The net costs of collection are increasing due to the additional collections (food waste) being required by statute.

Graeme Cunningham

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1 Year Trend


WSL WMA 002 Net cost of Refuse Disposal per Premise £85.12 £89.23 £83.30 £87.00

The tax on waste disposal increased by £8 per tonne, per year, last year. this meant we expected an increased of £8 on the 2011/12 figure, as a minimum. However, our performance has been so successful at minimising and recycling waste that costs have reduced during 2012/13.

Graeme Cunningham

WSL WMA 007 Net cost of Waste Collection per service visit £.58 £.65 £.71 £.70

Costs have increased as a result of the requirement for separate food waste collections by statute.

Graeme Cunningham

WSL WMA 008 Net cost of Waste Disposal per service visit £.95 £.99 £.93 £.98

Costs have reduced marginally as a result of reduced tonnage being sent to landfill.

Graeme Cunningham

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Documents

Item 09 Facilities Management Performance End of Year … · 4.2 The full financial implications of the recommendations are set out in the report. This includes a reference to full